LYCORE
Answering service for HVAC companies: call answering that captures the address and issue and follows your priority rules, so no-heat calls do not hit voicemail.
When the first cold night hits, no-heat calls arrive all at once while your technicians are already on jobs, and voicemail loses them. An AI receptionist answers every call, captures the address and what the equipment is doing, applies your escalation rules and sends dispatch a clear summary, so the calls that matter reach you first and the rest are booked for a callback.
These example workflows show what LYCORE can scope for your business. Software connections, permissions and exception rules are checked before the build is agreed.
Follow-up uses approved channels, contact permissions, quiet hours and opt-out rules. A reply, cancellation or opt-out stops or changes the sequence. Sensitive details stay out of routine texts and emails.
These are proposed measures, not achieved results. Agree the reporting period and data source before launch. Missing records stay unknown, not zero; small samples and incomplete tracking are reported.
LYCORE checks connection options and agrees the build, software costs, testing and support scope before work starts.
Request a scoped quoteSee the delivery checklistAn answering service for HVAC companies has to cope with a phone that is quiet for weeks and then does not stop. LYCORE's AI receptionist answers in your company name, captures the address and what the system is doing, and sorts the call by your rules. Your technicians stay on the roof or in the attic, and dispatch gets a clear summary.
The first hot afternoon or the first freeze brings no-cooling and no-heat calls all at once. Some are urgent: an elderly customer with no heat, a business losing product, a home with a baby. Others are tune-ups, quotes for a new system, warranty questions, or a distributor calling back about a part.
ServiceTitan's 2022 call data found that smaller shops booked about 26% of calls at peak times and about 9% after 6 p.m. Invoca, a call analytics company, reports that 27% of calls to home-services businesses go unanswered and that fewer than 3% of callers sent to voicemail leave a message. In a heat wave, a caller who reaches voicemail keeps dialing.
The receptionist answers in your company name and says it is an AI assistant. It captures the caller's name, number, service address and reason for calling on every call, then asks the trade questions you approve. A caller who wants a person gets one, or a handover, rather than a guess.
The questions are yours to set. Most HVAC companies want to know the equipment and the symptom so dispatch can decide who to send and what to bring. You also decide how the receptionist treats existing customers, such as maintenance plan members, versus new callers.
Afterward you receive a summary with the details, the urgency under your rules, and what the caller was told. Where your calendar or booking tool can be connected, the receptionist can offer times and record the booking. Otherwise it captures a service or estimate request for your team to confirm.
Most HVAC shops also want to know the difference between a caller who needs a visit and one who needs an answer. The receptionist can tell a customer you will call back about a quote or a warranty question, and it captures the details so you are not asking the same questions twice.
You decide what counts as urgent after hours and what can wait for morning. A dead furnace on a freezing night may jump the line while a loud fan waits. The receptionist follows your written rules and asks the extra questions that let it apply them.
For urgent calls, live transfer to the on-call technician or dispatcher is included where your phone setup supports it. You approve the transfer rules and what happens if nobody answers: a second number, then a full message marked urgent and a notification to you. Those paths are tested with real call scenarios before launch.
Before the season starts, go through the rules again: who is on call, when the rotation changes, what to do when the on-call line is busy. Rules can be changed between seasons. For calls that still go unanswered, a missed call text back can send an approved text to the caller, with STOP handling, and replies route to you or your team.
Diagnosis, price and repair-or-replace advice stay with you. The receptionist does not tell a caller what is wrong with the unit or what a system will cost. Safety judgments stay with people too: it does not say a gas smell or a carbon monoxide alarm is fine, and you can approve wording that tells those callers to contact emergency services first.
When a caller asks about a warranty claim, a complaint or a dispute over a previous visit, it captures the details and passes it to your office. It hands over rather than improvising.
HVAC companies commonly run dispatch and invoicing in ServiceTitan, Housecall Pro or Jobber. LYCORE does not claim a native integration with any of them. Connection options depend on your tools and are checked before a build is agreed.
If a live connection is not available, summaries reach dispatch by the route you choose and your team enters the job. That is slower than a direct connection but it works, and it keeps the receptionist from writing to a system it should not touch.
The receptionist speaks in your company name, so the greeting and the words it uses for urgent callers are written with you and approved by you before launch. Nothing goes live until routing and fallback have been tested with real call scenarios.
Agree the measures before launch, then review them after a few weeks. They are for you to hold LYCORE to, not promised results, and outcomes are never guaranteed.
Call recording and consent requirements are reviewed during setup, so you can check real calls against the summaries where recording is on. Try the receptionist with the Test our AI agent widget, then book a free review on the booking page.
No automated fault diagnosis, safety assessment or guaranteed arrival time. Dispatch and technicians make those decisions.
Missed Call Text Back Service Lead Follow-Up Automation Customer Reactivation After-Hours Answering Service IntegrationsIt follows the priority rules you write. If you say no heat on a freezing night is urgent, the receptionist flags it and applies your transfer or notification rules. A routine tune-up request goes into the morning queue.
It can ask whether the caller is a current customer and record the answer. Matching the caller against your customer list depends on whether that data can be connected, which is checked before the build is agreed.
No. Pricing and repair-or-replace advice stay with you or your estimator. The receptionist captures the details and books or requests an estimate visit.
You set the fallback ahead of time: another number, a second technician, or a full message marked urgent with a notification to you. The caller is told what will happen next instead of hearing a ring tone.
Not necessarily. How calls reach the receptionist depends on your current phone setup, and routing, coverage and fallback are tested with real call scenarios before launch.
No long-term contract is required. The cost depends on your call volume and what you want it to do. Pricing is quoted on a call after a free review, with no pressure and no obligation.
Seasonal service-call intake: Capture service address, equipment context and callback details, then route using the contractor's approved service-area and escalation rules. Estimate and maintenance follow-up: Create a timed follow-up with an estimate reference or scheduling request; update the CRM when the customer responds. These are configurable examples, subject to a review of your software and business rules.
No automated fault diagnosis, safety assessment or guaranteed arrival time. Dispatch and technicians make those decisions.
Dispatch software, service area and on-call schedule; Equipment intake fields and emergency escalation wording; Estimate stages and maintenance reminder permissions. LYCORE reviews the requirements before quoting. Software subscriptions, connection limits and ongoing support are identified in the proposed scope.
No. LYCORE starts with the tools and operating rules your team already uses, then evaluates practical ways to connect the work around them.
No. A system can improve the speed and consistency of a process, but LYCORE does not guarantee rankings, reply rates, booked appointments, revenue, or any other business outcome.
Tell LYCORE which services you need and what you want to achieve. Your requirements are reviewed before a quote is prepared for the agreed scope.
Quotes follow a requirements review. This page does not calculate an instant price.
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